R422--Solicitation - Patient and Employee Satisfaction Survey Services

***NOTE TO VENDORS: All responses to vendor questions are noted in RED.***

B.3.1: Several of the clinical areas mentioned in Section B.4.1 appear to be included in the VISN 23 patient experience contract with Press Ganey. Will the government manage any potential survey duplication issues?

There is minimal concern regarding duplication issues; however, the Minneapolis VA Health Care System (MVAHCS) staff will manage any potential survey duplication issues in the event of such.

B.4.1.1: What is the estimated number of annual completed surveys (patient and employee) across all clinical areas mentioned in this section? Will each clinical area listed initiate a rounding effort within two weeks of contract award or will there be a staged approach to implementation? Does the government have existing rounding content it will use in each clinical area?

The estimated number of surveys completed annually is 1,700 across all clinical areas mentioned in this section. Yes, each clinical area listed must have surveys available for use within two weeks of contract award. There will not be a staged approach to implementation. Yes, the MVAHCS staff have existing survey content pre-established for each clinical area mentioned in this section.

B.4.1.2: How much historical data (number of years and data volume) will be sent to the successful vendor? Since historical data is anticipated, is this a new or recompete solicitation (we could find no public mention of a previous award)? If a recompete, who is the incumbent vendor and what is their current annual and total contract value?

Up to one year of historical data will be sent to the awardee and is expected to be incorporated into the Software-as-a-Solution Service utilized by the awardee, regardless of whether the awardee uses the Brand Name or an equal service solution. This is a new solicitation for a new Brand Name or Equal procurement for the MVAHCS. Information on existing contracts is available through the Federal Procurement Data System website.

B4.1.4: Can the government provide examples of the tools outlined in this section?

At a minimum, the MVAHCS staff will need tools described as follows:

Staff need to have an automated system which can collect results and send via e-mail back to contacts within the clinical area.

They will also need a tool which can generate feedback reports for clinical areas to allow staff to make changes quickly as needed.

Staff will also need the ability to create QR codes and survey links for the clinical areas.

B.5: Is the use of a FedRAMP approved system required (reference section 8.5 and other sections of the solicitation document)?

No, the use of a FedRAMP-approved system is not required. However, as stated in the Statement of Work Section 10.5, upon contract award, the contractor will work with the MVAHCS Privacy Officer to complete a Business Associate Agreement.

E.1 (Submission of Offers, Technical Questions): Will the government allow five business days between answering all technical questions and the proposal due date?

The solicitation was posted on 12/30/2024 with questions due on 01/06/2025 at 12:00PM CST. The questions and answers contained within this solicitation amendment are not deemed technically complex to necessitate an extension of the solicitation period. The offer due date remains 01/13/2025 at 12:00PM CST.

E.9.2: We responded to the sources sought notice regarding this solicitation. In our response we identified several other sources for rounding software. Why is the Truthpoint brand continuing to be called out when multiple alternatives exist? How will the government provide a fair opportunity for non-Truthpoint offers to compete?

This solicitation is for a Brand Name or Equal requirement. As part of this amendment, FAR Provision 52.211-6 Brand Name or Equal is being added to the solicitation under section E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE. The full text of the clause is included below. Offerors submitting an offer for equal Software-as-a-Solution services have the opportunity to provide information describing how the offered Software-as-a-Solution services are equal to the Brand Name Software-as-a-Solution services in the solicitation. A technical evaluation by VA Subject Matter Experts will be conducted based on the information that is provided by the Offeror to verify the proposed Software-as-a-Solution s services truly provide services equal to the Brand Name Software-as-a-Solution that can provide all requested services/items in the Statement of Work. It is the Offeror s responsibility to ensure that the submitted offer includes sufficient information to describe how their equal Software-as-a-Solution services are capable of providing all requested services/items in the Statement of Work. Please read the clause below in its entirety.

52.211-6 Brand Name or Equal.

As prescribed in 11.107(a), insert the following provision:

Brand Name or Equal (Aug 1999)

(a) If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation.

(b) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must-

(1) Meet the salient physical, functional, or performance characteristic specified in this solicitation;

(2) Clearly identify the item by-

(i) Brand name, if any; and

(ii) Make or model number;

(3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

(4) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.

(c) The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.

(d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation.

(End of provision)

See attached document: S02 - 36C26325Q0283 - Solicitation - Amended